Scheduling Time for a Successful Executive-Assistant Relationship

An effective relationship between an Executive and their Assistant is essential for the success of any organization. To work in sync and maintain clear communication, regular face-to-face meetings are crucial. But how do you find time in a packed schedule for these interactions, especially when both parties are so busy?

As an Assistant, your days are filled with tasks demanding your full attention, making it difficult to prioritize regular check-ins. If your Executive is frequently in meetings or traveling, scheduling meaningful conversations can feel almost impossible.

This article explores strategies to prioritize and schedule time for building a successful Executive-Assistant relationship. By the end, you’ll have actionable steps to ensure consistent, focused collaboration and quality conversations with your Executive.

1:1 Meeting Template for Executives and Assistants

The template you need to maximise the time spent with your Executive.

The 1:1 Meeting Template for Executives and Assistants gives you the steps to ensure that when you have a one-to-one meeting with your Executive, you get through all the work you need to cover and maximise your time together.

    The Benefits of Face-to-Face Meetings

    Scheduling regular face-to-face meetings is essential for a strong Executive-Assistant relationship. These meetings allow you to:

    • Discuss upcoming projects and address any issues.
    • Assess progress on current tasks and align priorities.
    • Communicate more clearly than through emails or calls.
    • Build trust and strengthen collaboration.

     

    By fostering open dialogue, these interactions lead to increased productivity and a more effective partnership.

    Gaining Control of the Schedule

    To ensure regular meetings happen, Executives must grant Assistants access to their calendars. This access allows you to:

    • Prioritize face-to-face meetings over other activities.
    • Schedule conversations at optimal times based on their availability.
    • Ensure time is set aside for critical discussions.

     

    Understanding your Executive’s priorities, goals, and objectives is key. With this knowledge, you can strategically slot meetings into their schedule to help advance these priorities.

    Plan to Connect Regularly

    Set up a weekly check-in meeting to discuss tasks, deadlines, and upcoming projects. If meeting weekly isn’t feasible, consider submitting regular reports outlining your progress on tasks and projects. These updates help demonstrate your value and maintain clear communication, even when face-to-face time is limited.

    Taking the initiative to establish and maintain regular communication is critical to success in the Assistant role.

    Making It Work

    No matter how busy your Executive’s schedule, scheduling time for regular face-to-face meetings is crucial. These meetings:

    • Build trust and strengthen your working relationship.
    • Enable more effective collaboration, leading to increased productivity.
    • Allow you to take control of meeting agendas, ensuring that these discussions are meaningful and productive.

     

    Be Prepared for Meaningful Conversations

    Preparation is key to making the most of your meetings. Always:

    • Understand the topics you need to discuss.
    • Anticipate questions or concerns your Executive might raise.
    • Rehearse responses to ensure you communicate confidently.

     

    Being prepared shows your commitment and professionalism, ensuring your Executive sees you as a reliable and valuable resource.

    Respect Both Their Time and Yours

    Respecting time is a cornerstone of a successful working relationship. Always:

    • Arrive prepared and professional for every meeting.
    • Ensure all necessary paperwork and information are readily available.
    • Confidently engage in discussions to make the most of the meeting.

     

    Avoid wasting time with unorganized or unproductive interactions. Honor both your time and your Executive’s by treating these meetings as opportunities to advance your shared goals.

    Building a Successful Relationship

    Establishing a strong Executive-Assistant relationship requires regular collaboration and communication, best achieved through face-to-face meetings. Prioritize these interactions by gaining access to your Executive’s calendar and strategically scheduling time for meaningful conversations.

    By fostering trust and creating a system for effective communication, you’ll build a partnership that benefits both you and your Executive—and drives organizational success.

    Take your career to the next level by enrolling in the Strategic Business Partner Online Course. This course is designed to help Assistants build stronger relationships with their Executives, master strategic thinking, and become an indispensable partner in achieving organizational goals. Gain the skills and confidence you need to elevate your role and make a lasting impact. Start today and unlock your potential!

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    Nicky Christmas

    I'm Nicky, the Founder and CEO of The EA Campus. Let’s continue the conversation over in our communities.

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